Posting Summary:

The program in Art & Art Education seeks a part time program secretary.

Job Summary/Basic Function:

This position is responsible for maintaining an organized and welcoming office environment while assisting the Program Director, Program Manager and Academic Secretary in carrying out a broad assortment of administrative and program related tasks. Reports to: Program Manager.

1) Program Administration:

Daily Responsibilities:

Serve as a welcoming face in the Art and Art Education Program to students, faculty, guests and visitors. Provide regular classroom support by maintaining inventories of teaching materials and technology, replace and submit repair requests as needed. Compile, organize, and distribute bi-weekly informational emails and social media posts containing career opportunities, invitations, and other announcements for student, community, and alumni lists. Oversee the organization of the program’s central supply closet and printers, restock as needed. Understand the role of each faculty and staff member as to appropriately direct student and outside requests Submit and track facilities work-orders and requests for classroom, gallery, and office space maintenance. Assist with the preparation of materials for program and department meetings as needed. Assist faculty with short-term tasks, duplication and material preparation as needed. Maintain organization and cleanliness in office spaces specific to student faculty assistants and work-study students, bring concerns to the Program Manager as needed.

Quarterly Responsibilities:

Work with Media Services, TCIT and the Offices of the Registrar and Alumni Affairs to update student, alumni, and community email lists while archiving past lists as they become outdated. Assist Program graphic designer as needed to organize photo libraries on the Program’s shared drive. Oversee shared drive filing and organization of all Art & Art Education course syllabi. Assist with Admissions related tracking and communications: direct prospective student inquiries and monitor accurate and current information on admissions tracking docs, program website, online catalog, and study guides. In coordination with the Academic Secretary, assist with the scheduling of individual informational meetings and tours for prospective students. Assist with liaising between Program faculty and Admissions as needed. Assist faculty and Program Manager with letters and communicate individual updates to students as needed.

Yearly Responsibilities:

Oversee shared drive filing including the organization of annual student handbooks, degree related paperwork, student plans of study and paperwork related to doctoral certification. Assist with the maintenance of paper and digital student files/transcripts as needed. Assist with maintaining student, faculty, staff, and instructor contact information. Maintain records in shared Google Drive folder of: student and faculty accomplishments and publications; faculty, student, and alumni participation in annual NAEA/GRAE/CAC conferences; gallery related events including exhibition openings; student participation in Haystack Mountain School of Crafts workshops; and any other notable programs or conferences. Assist with the duplication and assembly of reporting projects including the Myers Fund Report, studio equipment acquisitions and repairs, graduating students, faculty searches, etc.

2) Event Management:

Assist Art Ed staff and faculty in organizing and executing program events including receptions, defenses, celebrations, gallery openings, symposia, conferences and end-of-semester celebrations. Assist with planning and organizing newly admitted students day, orientation week, and graduation week. Submit Culinart requests, facilities work-orders, and media services requests as needed for celebrations, events, conferences, etc.

Minimum Qualifications:

Non Art Ed Student High School Diploma  Outstanding verbal and written communication skills Successful experience working in a team setting Excellent attention to detail (scheduling, organizing, drafting, proofreading, copyediting) Ability to be flexible in establishing and communicating priorities High level of expertise with Google suite platforms (Gmail, Drive, Docs, Sheets, etc.)

Preferred Qualifications:

Bachelor’s degree  Experience in an administrative or office setting, arts related environment  Candidate interested in or actively pursuing a graduate degree strongly encouraged Experience in an arts related setting (gallery, museum, studio, performance venue, etc.) Experience in a higher education or events related office setting

Salary Range:

$30,445.12 @ $29.27 per hour

Work Modality:

Onsite with hybrid options